*Moving beyond your first draft
- rarely as effective as they could be, improve through revising
- rarely as effective as they could be, improve through revising
* Revising your message
--- readers tend to believe quality of writing is equal to quality of thinking
--- put aside your draft for a while before revision
- Evaluating your content, organization, style, and tone
--- evaluate content by questioning:
----- Is information accurate?--- Is infotmation relevant to the audience?--- Is there enough information to satisfy the reader's needs?--- Is there a good balance between general information and specific information?
- Review organization with:
----- Are all points covered in the most logical order? --- Do most important ideas recieve the most space? --- Are there any points repeating unnecessariy?
--- Beginning and end of message have the greatest impact => be clear, concise, and compelling
- Reviewing for readability
--- readability indexes measure: word length, number of syllables, sentence length, and paragraph length
--- cannot measure document design, the "you" attitude, clear sentence structure, smooth transactions, and proper word usage
--- varying your sentence length
----- Creative way to make messages interesting and readable
----- Short senetnces can be processed quickly
----- Medium messages can show relationship among ideas
----- Long sentences convey complex ideas, list realted points, and summerize information
--- Keeping paragraphs short
----- Long paragraphs are difficult to read and can be intimidating
----- Use one sentence paragraphs only occasionally for emphasis
--- Using lisits and bullets to clarify emphasis
----- Highlights and simplifies material
----- Bullets are preferred over numbers unless the list is in some logical sequence
----- Easier to locate and read
----- Lists should use the same gramatical pattern
--- Adding headings and subheadings
----- headings: brief title that informs readera about the content of the sections
----- subheadings: subsections within a major section
----- descriptitve headings: identify a topic but do little more
-----informative headings: guide readers to think a certain way about a topic
This site is an example of revising and editing business messages:
http://owl.english.purdue.edu/owl/resource/648/01/
* Editing for clarity and conciseness
--- break up overly long sentences
--- rewrite hedging sentences
--- impose parallelism
--- correct dangling modifiers
--- reword long now sentences
--- replace camoflagued verbs
--- clarify sentence structure/ awkward references
--- delete unnecessary words
--- shorten long words and phrases
--- eliminate redundancies
--- rewrite "it is/ there are" starters
- Evaluating, editing, and revising the work of others
--- important responsibility
--- do not impose your wirting of writing style
--- understand writers intent before making changes
- Using technology to revise your message
--- can help you add, delete, more text, "cut and paste," and "search and replace"
--- can track your revision process when multiple reviewers are imvolved
--- 4 revisions tools include spell checkers. grammer checkers, style checkers, and computerized thesauruses
* Producing your message
--- production quality: affects readability and audience perceptions of your message
- Designing for readability
---1. can improve the effectiveness of your message
---2. visualize design influences audiences perceptions before they read
--- to achieve effective design, pay attention to: consistency, balance, restraint, and detail
--- white space
-----seperates elements in a document and helps guide the reader's eye
--- Margins and justifications
----- can be (1) justified (2) flushed left with a ragged right margin (3) flushed right with a ragged left margin (4) centered
----- most business documents use flushed left with a regged right margin
--- Typefaces
----- refers to the physical design of the letters, numbers, and other text characters (font)
----- serif types: used for regular paragraph text
----- sans serif types: use for headings or subheadings
--- Typestyles
----- any modification that lends contrast or emphasis to type => including bold, italic, underlinging, color, and highlighting
----- do not use if interfering with reading
- Designing multimedia documents
--- contains a combination of text, graphics, photographs, audio, animation, video, and interactivity
--- can be powerful communication tools
--- to design, consider: creative and technical skills, tools, time and cost, content, message structure, and compatibility
- Using technology to produce your message
--- Tech tools can vary widely
--- Learning the basic cmoounication tools will help to produce messages in less time
--- be proficient with: templates and stylesheets, page setup, column formatting, paragraph formatting, numbered bulleted lists, tables, pictures, textboxes, and objects
- Formatting formal letters and Memos
--- elements include: preprinted letterheads, date, inside address, salutation, complimentary close, and signature block
This site gives examples of how to format business messages:
* Editing for clarity and conciseness
--- break up overly long sentences
--- rewrite hedging sentences
--- impose parallelism
--- correct dangling modifiers
--- reword long now sentences
--- replace camoflagued verbs
--- clarify sentence structure/ awkward references
--- delete unnecessary words
--- shorten long words and phrases
--- eliminate redundancies
--- rewrite "it is/ there are" starters
- Evaluating, editing, and revising the work of others
--- important responsibility
--- do not impose your wirting of writing style
--- understand writers intent before making changes
- Using technology to revise your message
--- can help you add, delete, more text, "cut and paste," and "search and replace"
--- can track your revision process when multiple reviewers are imvolved
--- 4 revisions tools include spell checkers. grammer checkers, style checkers, and computerized thesauruses
* Producing your message
--- production quality: affects readability and audience perceptions of your message
- Designing for readability
---1. can improve the effectiveness of your message
---2. visualize design influences audiences perceptions before they read
--- to achieve effective design, pay attention to: consistency, balance, restraint, and detail
--- white space
-----seperates elements in a document and helps guide the reader's eye
--- Margins and justifications
----- can be (1) justified (2) flushed left with a ragged right margin (3) flushed right with a ragged left margin (4) centered
----- most business documents use flushed left with a regged right margin
--- Typefaces
----- refers to the physical design of the letters, numbers, and other text characters (font)
----- serif types: used for regular paragraph text
----- sans serif types: use for headings or subheadings
--- Typestyles
----- any modification that lends contrast or emphasis to type => including bold, italic, underlinging, color, and highlighting
----- do not use if interfering with reading
- Designing multimedia documents
--- contains a combination of text, graphics, photographs, audio, animation, video, and interactivity
--- can be powerful communication tools
--- to design, consider: creative and technical skills, tools, time and cost, content, message structure, and compatibility
- Using technology to produce your message
--- Tech tools can vary widely
--- Learning the basic cmoounication tools will help to produce messages in less time
--- be proficient with: templates and stylesheets, page setup, column formatting, paragraph formatting, numbered bulleted lists, tables, pictures, textboxes, and objects
- Formatting formal letters and Memos
--- elements include: preprinted letterheads, date, inside address, salutation, complimentary close, and signature block
This site gives examples of how to format business messages:
* Proofreading your message
--- "quality inspection stage"
--- look for 2 problems (1) indetected mistakes for writing, design, and layout (2) mistakes that crept in during production
--- use a methodical approach to help find fixible problems
--- can be fooled into overlooking proofreading errors
--- some techniques include: making multiple passes, using perception tricks, double check high priority items, give yourself distance, be viligant, stay focused, review complex electronic documents, and take time
* Distributing your message
--- make sure your delivery message is convienent for your audience
--- When distributing consider: cost, convienence, security, and privacy.
Interesting Sites:
http://www.scribd.com/doc/17736080/The-Process-of-Preparing-Effective-Business-Messages
This site is important to us as students because it contains a powerpoint that explains why it is important to edit business messages and also the best ways of going about revising and editing.
--- "quality inspection stage"
--- look for 2 problems (1) indetected mistakes for writing, design, and layout (2) mistakes that crept in during production
--- use a methodical approach to help find fixible problems
--- can be fooled into overlooking proofreading errors
--- some techniques include: making multiple passes, using perception tricks, double check high priority items, give yourself distance, be viligant, stay focused, review complex electronic documents, and take time
* Distributing your message
--- make sure your delivery message is convienent for your audience
--- When distributing consider: cost, convienence, security, and privacy.
Interesting Sites:
http://www.scribd.com/doc/17736080/The-Process-of-Preparing-Effective-Business-Messages
This site is important to us as students because it contains a powerpoint that explains why it is important to edit business messages and also the best ways of going about revising and editing.
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